Advanced Data Examiner Review Process for New Constituents

When pending data for new constituents is reviewed manually, the New Constituent Page displays. Each new constituent will have his or her own New Constituent page.

The New Constituent Page

The components of a New Constituent page include a header, information about the new constituent, a series of action buttons, and a Search Results display area.

Header

If the data entered into the pending tables contains information about pending new constituents, Millennium will attempt to match each pending new constituent to a constituent already in the database. The rules that the system will follow when attempting this match are established when your site sets up the ADE Matching Levels. If the system does not find a match, the header will read 'No matches found'. If a match to one or more existing constituents is found, the header will inform you what Matching Level criteria was met. The header will also display the pending data Source that you selected to load.

Respecify for a New Matching Level Search

If the system does not find a match, this hyperlink displays. When clicked, the Data Examiner Search Form loads. Here you can add or remove information about the pending new constituent and the system will then re-do the ADE Matching Level Search, using pre-set Matching Levels with this new criteria.

Constituent Information

Biographical information about the pending new constituent displays below the header. Name, address, email, alternate id, and social security information will display if there are values for these fields in the Basic Data, Name, Address, and Internet Address (or Phone Number) pending tables.

Action Buttons

This set of Action Buttons will always display directly below the Constituent Information. If the system finds one or more potential matches, an identical set of Action Buttons will also display directly below the list of the potential matches.

Create as new constituent

The Create as new constituent button is used to tell the system that you want to create a new constituent by using the pending data that is currently displayed. Click Create as new constituent to display the Basic Data Pending Data Review Page to begin the process of creating a new constituent.

Skip

The Skip button is used to bypass the currently displayed new constituent information and keep it available for review at a later time. If you click Skip, then all data for the new constituent is returned to the pending tables and will remain unchanged in the pending tables. The system will then display biographical and matching information for the next new constituent that is loaded into the ADE.

Delete

The Delete button is used to remove all of the pending information for this new constituent. If you click Delete, then the pending new constituent's pending data is deleted from all pending tables.

Cancel

The Cancel button is used to cancel the new constituent review process and return to the Data Summary page.

Search Results

When the system finds existing constituents who match the pending new constituent, information about each will be listed here. By default, the ID Number, Formatted Name, Line 1, City, State and Zip Code from the preferred Address, Constituent Type, and Preferred Year will the listed. However, your site may choose to list different information instead. See Advanced Data Examiner Search Results Display.

Processing New Constituents

Pending data rows for new constituents are loaded into the ADE as new rows to insert into Millennium.

Important! The matching level fields cannot be used as a way to flag an existing Millennium data row as a row to be updated. The Basic Data row is unique to a constituent, so if a match is found, the Basic Data row will be updated with the Basic Data pending information, but other pending data rows will either remain loaded into the ADE as new rows to be inserted into Millennium or be removed from the pending tables if they exactly match one or more data rows that are already in the database.

Data Review Page for New Constituents

Skip and Delete buttons do not display on the Basic Data, Name, and Address Data Review pages for the new constituent. Skip and Delete buttons do, however, display on the new constituent's New Constituent Page. The Grid Charts on the Basic Data, Name and Address Data Review pages for the new constituents will have two columns - the Field Name column and the Pending Data to Insert column. See Grid Chart, for more information.

ID Numbers for New Constituents

When you import the data into the pending tables by using the ADE Import Tool, you can specify that new constituents be given ID numbers that are included in the input file. Or, ID numbers for new constituents can be automatically generated by the system. Review the Advanced Data Examiner Import Tool topic, Millennium Identifier section, for more information about specifying a field in the input file to be the ID number field for new constituents.

The ADE will verify that an ID number that is about to be assigned to a new constituent is not already in use by an existing constituent.

Manually Process Pending Data for New Constituents

Common Steps

1. Access the Data Summary page by using Millennium Explorer, Tools > Data Examiner > Examiner.
2. If you want to load all pending data rows for processing, verify that the Import Source is set to All Source Values. If you want to load only the pending data rows from a particular source, then click the desired source name in the Import Source list.
3. Locate the New Constituents row.
4. Click the Manually Update hyperlink for New Constituents. The New Constituent Page displays.

When the pending data is loaded into the ADE, Millennium will use the constituent information and the pre-set ADE Matching Levels to search the database and attempt to match a pending new constituent to a constituent who is already in the database. The next steps to take depend on the results of the search.

When No Match is Found

1. Click Create as new constituent.
2. If the ID number to be assigned to the new constituent is already in use by an existing constituent, a warning message will display. Click Back.
3. If the ID Number is to be assigned to the new constituent is not used by an existing constituent, then the Basic Data Review page will display.

4. Make changes to any of the data that displays in the Pending Data to Insert column and click on Accept. A new Basic Data row is created and the Name Data Review page displays.

   Or

   Click Cancel to halt the process. See More Information, below.

5. On the Name Data Review page, make changes to any of the data that displays in the Pending Data to Insert column, as desired, and click on Accept. A Name row for the new constituent is created, and the Address Data Review page displays.

   Or

   Click Cancel to halt the process. See More Information, below.

6. On the Address Data Review page, make changes to any of the data that display in the Pending Data to Insert column, as desired, and click on Accept. An Address row for the new constituent is created, and then the New Constituent page for the next pending new constituent will display.

   Or

   Click Cancel to halt the process. See Notes, below.

7. Once there are no other pending new constituents, then you will be given a message to inform you of this.
8. Click the Return to Pending Data Summary hyperlink to return to the Data Summary page.
9. If the new constituent has data pending in other tables, it is now available for processing by using the steps and techniques that listed in the Advanced Data Review Process instructions for the relevant data table.

If you believe that the pending new constituent is already an Millennium constituent, but the pending new constituent's information could not identify him or her as matching the existing constituent, you can add more information or remove information about the new constituent, and tell the ADE to re-try the match - using the changed information as new criteria with the pre-set Matching Levels.

1. On the New Constituent Page, click the Respecify for a New Matching Level Search hyperlink. The Data Examiner Search page displays.
2. Edit the Search criteria as you choose.
3. Click Search. If one or more matches are found, then follow the steps as listed below. If no matches are found, then follow the steps as listed above, or click on the Respecify for a New Matching Level Search hyperlink again.

Important! A constituent must have a Basic Data row in Millennium before new rows can be created for his or her other pending information. If you access the new constituent's Name, Address or other pending rows, before processing his or her Basic data pending row, the system will first create a Basic Data row, using only the data in the ADE Defined Default for Basic Data, and then the system will display the Name, Address, or other pending row, for review. Even if you Skip or Cancel the review process at this point, a Basic Data row will still have been created for the new constituent. If the pending data for the new constituent includes Basic Data information in addition to what is in the Defined Default, you must go through the Data Review process again to get that additional information into the new constituent's Basic Data row.

When One or More Matches are Found

The New Constituent page will list identifying information for all of the matches. The information that displays will depend on how your site configured the ADE Search Results Display.

1. Click Create as new constituent if you do not believe that the information for any of the existing constituents matches the data that you are reviewing. Then, follow the steps that are listed above.

   Or

   If one of the listed constituents matches the data that you are reviewing, then click on his or her name hyperlink. The system will automatically assign the chosen constituent's Millennium ID number to all of the pending data for the constituent who you are reviewing. The New Constituent page for the next pending new constituent will then display. Once you return to the Data Summary page, the constituent's pending Basic Data information will be available for updating only. All other pending data rows will remain loaded into the ADE as new data to be inserted into Millennium. The count of pending rows awaiting review is increased by 1 for each data table that has information for the constituent. Or, pending data rows will be removed from the pending tables if they exactly match one or more data rows already in the database.

   Or

   If none of the listed constituents matches the data that you are reviewing, but you believe that is only because the system did not find a match by using the Data Examiner Matching Level rules, click on respecify the query. The Data Examiner Search page displays.

   1. Enter your search criteria.
   2. Click Search. Identifying information for the constituents who match your Search criteria will be listed under the Search Results header.
   3. At this point, you may either respecify the query to further refine your search, click on the name hyperlink of one of the listed constituents, or click on Create a new constituent.

Automatically Process Pending Data for New Constituents

Caution! Other Advanced Data Examiner users should not manually or automatically update pending rows from the Basic Data, Name, and Address pending tables until the automatic update for New Constituents is complete.

1. Access the Data Summary page by using Millennium Explorer, Tools > Data Examiner > Examiner.
2. If you want to load all pending data rows for processing, verify that the Import Source is set to All Source Values. If you want to load only the pending data rows from a particular source, then click the desired source name in the Import Source list.
3. Locate the New Constituents row.

4. Click the Automatic Update hyperlink for New Constituents.

   Note: If Automatically Update All Data or Automatically Update All Bio Data is clicked, then the Pending Basic Data, Name, and Address data rows for new constituents will also be included in the Automatic Update.

When the pending data is loaded into the ADE, Millennium attempts to match a pending new constituent to a constituent who is already in the database only if the Use this level with Automatic Update of New Constituents check box is selected for one or more of the Matching Levels that are defined. Attempts to match a new constituent will then be based on the matching levels selected. If no Matching Level has this check box selected, then all of the pending new constituents will be classified as When No Match is Found.

When No Match is Found

The system first verifies that the ID Number to be assigned to the new constituent is not already assigned to an existing constituent. If the ID Number is already used by another constituent, then the pending data will be held for manual review and a message will be written to a log file. The system will move on to the pending data for the next new constituent.

If the ID Number is not used by an existing constituent, then system will automatically generate new Basic Data, Name and address rows for all pending new constituents. The system assigns ID numbers to the new constituents and then to every pending data table row that the new constituent owns. No Basic Data, Name or Address data will be displayed for your review.

When all of the Basic Data, Name, and Address pending data have been automatically processed for all of the new constituents, then the system will return control back to you, the user. If new constituents have data pending in other tables, it is now available for processing by using the steps and techniques that are listed in the Advanced Data Review Process instructions for the relevant data table.

When More than One Match are Found

The pending data will be held for manual review. Identifying information for the constituents who match will be written to a log file. A new constituent will not be created, nor will any new name or address rows be written for this pending new constituent. The system will then move on to the pending data for the next new constituent.

When Only One Match is Found

The system will automatically assign the matching Millennium constituent's ID Number to all of the pending data rows that are loaded for the constituent, and then move on to the next new constituent's pending data. Basic Data, Name and Address information for the matched constituent will not be processed at this time, but will be available for processing, either Manual or Automatic, once all of the other new constituents' pending data records have been processed.

The matched constituent's pending Basic Data information is available for updating only. All of the other pending data rows for the matched constituent, including Name and Address, will either remain loaded into the ADE as new data to be inserted into Millennium or be removed from the pending tables if they exactly match one or more data rows that are already in the database.

If you subsequently choose to automatically update the matched constituent's Basic Data, Name and Address and his or her pending data from other tables, the system will update the Basic Data row, and it will create new Name, new Address, and new other rows.

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